Prospective Third Party Event Planner From - Gilda's Club New York ...

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From:
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Prospective Third Party Event Planner
Gilda's Club New York City
Fundraising Events to Support Gilda's Club New York City
Thank you for your interest in planning an event to benefit Gilda's Club NYC (GCNYC). Benefit events
can take many forms from a golf tournament, a red door rummage sale, social event or concert or simply
wearing red to work day. And please don’t forget to get the kids involved through a community youth group
or scout troop. We are open to exploring these ideas, and others with you.
We are fortunate to receive numerous inquiries and proposals from companies, individuals and families that
would like GCNYC to be the recipient of the proceeds from their fundraising event.** Please note that
anyone who is interested in planning an event to benefit GCNYC must submit a completed and
signed Event Proposal Form (see attached).
Submission of these documents is due at least 1 month or more prior to the event. Each proposal is carefully
reviewed and evaluated for feasibility and suitability with our organization’s goals and objectives.
The following is a partial list of the criteria that will be used to evaluate proposed events:
• Does the event support the mission and image of GCNYC
• Does the event have a realistic budget, timeline, and plan
• What is the estimated amount of proceeds from the event
• Will the event raise funds for areas of priority, directed by GCNYC’s leadership team
GCNYC does not advance monies, provide donor lists, or solicit sponsorship revenue for fundraising events.
Additionally, our department’s ability to provide services for your event is limited by staff size and internal
fundraising obligations. We state this information in advance so that there are no disappointments or
misunderstandings with regards to our ability to participate with you and support your fundraising event.
In addition, please note that under all circumstances, the use of GCNYC’s brand, logo, or name requires
written authorization from GCNYC and must be pre-approved before usage. Once again, thank you for your
interest in planning an event to benefit GCNYC. Please allow a minimum of one week for GCNYC to review
and respond to your proposal.
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Third Party Event Policies & Procedures
Third party fundraising events should fit the mission and promote the appropriate image for GCNYC.
Mission
Gilda’s Club New York City provides meeting places where men, women and children living with cancer – and
their family and friends – can join together to build social and emotional support as a supplement to medical care –
free of charge.
Permission
The Attorney General’s office notes that GCNYC retains a fiduciary duty to ensure that the GCNYC’s name is
being used properly, that the funds are being handled and accounted for in a responsible manner, and the
fundraising is being conducted in a manner that is consistent with GCNYC’s mission and public image.
• All fundraising events for GCNYC require written permission from GCNYC in advance. Do not make public
announcements or promote the event until you receive approval of your event proposal.
• Fundraising events must comply with all relevant state and federal laws.
Event Promotion & Logo Usage
• GCNYC must review all promotional materials (including press releases, public service announcements, scripts,
posters, brochures, etc.) before they are used.
• The GCNYC logo is a registered trademark and cannot legally be reproduced without written permission.
• GCNYC can promote the event, when appropriate, through:
o GCNYC Web site (with a link to the event’s/organization’s Web site if appropriate)
o GCNYC newsletter
o GCNYC Clubhouse Community Board
o Annual report
Event Language
• It must be clear in any promotional materials that your event is raising funds that will benefit GCNYC.
• Any promotional materials must properly characterize the use for which the donation will be made. For
example, “Proceeds benefit Gilda's Club NYC.”
Financial Guidelines
• Event expenses should be less than thirty percent (25%) of the total amount raised, excluding in-kind donations.
• Donors must be notified of the percentage of money raised by your event that was donated to GCNYC.
• If event expenses are greater than the total collected, the group conducting the event is responsible for payment
of these additional expenses.
• GCNYC sales tax-exemption (on purchases) cannot be extended to any event or fundraising effort.
• Within 30 days after the last day of the event, please send a check made payable to Gilda's Club NYC to:
Gilda's Club New York City
Attn: Development Office
195 West Houston Street
New York, NY 10014
Sponsorship
• GCNYC cannot solicit sponsors for your fundraising event and does not provide any donor or member contact
information.
• Printed materials and other information should state, “Proceeds will benefit Gilda's Club NYC”
• Please provide a list of all potential sponsorship contacts (including all potential in-kind donors) to
Eileen Jackson, our Events Coordinator. This will allow us to provide you information on their current
financial support for GCNYC and help us to be good stewards of our longstanding relationships within the
community.
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Tax Receipts and Donor Acknowledgement
• GCNYC will acknowledge all donors from whom a check is received. If the check submitted includes
cumulative cash donations from individual donors, please provide us with a list of names and addresses for
proper recognition.
Cancellation, Liability & Changes
• If circumstances warrant, GCNYC may at any time through any of its directors, officers, or senior
administrators direct you to cancel the event. You hereby agree to cancel the event, if so directed, and further
agree to release GCNYC, and its directors and employees from any and all liability and connection to such
action.
• The sponsors agree to indemnify and hold harmless GCNYC and all its officers, directors, and employees from
any and all claims and liabilities in any way related to the event.
• GCNYC must receive written notice of any changes in your fundraising event.
What We Can Do For You
• Offer event planning expertise and advise.
• Acknowledge direct contributions to GCNYC. These contributions will be added to your event donation total,
but cannot be withdrawn for event expenses.
• Approve the use of GCNYC’s name and/or logo.
• Provide a letter of support to be used to validate the authenticity of the event and its organizers.
• Provide limited existing GCNYC materials for your event such as stickers, brochures, and videos.
• When possible, GCNYC will offer a representative to attend your benefit event.
• GCNYC can acknowledge your event’s donation by publishing the event name, event description, locations and
contact information.
Things to Remember
• Complete and sign the event proposal form at least 1 month prior to your event.
• Establish goals that are realistic and measurable.
• Identify your audience.
• Plan a budget. Identify sources of income and all expenses. If you keep costs down, you’ll generate a larger
donation – something everyone will feel good about.
• Promotion and publicity – You need to be certain that all promotional and publicity materials are approved by
GCNYC so that you are using the name, logo, and charitable language correctly.
• Collect the funds and submit the proceeds to your event staff contact. We ask that all funds be forward to
GCNYC within 30 days of the conclusion of the event.
• Until written permission is received, the name “Gilda's Club New York City” cannot be used for any
purpose and contributions cannot be solicited.
Thank you again for your interest in planning an event to benefit GCNYC. Philanthropic contributions such as
yours help us to continue providing emotional and social support for men, women and children touched by cancer -
free of charge. Our development office is always available for questions or guidance.
THANK YOU!!!!
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Eileen Jackson
Events Coordinator
Gilda’s Club New York City
195 West Houston Street
New York, NY 10014
212.647.9700 x254
Fax 212.647.1154
www.gildasclubnyc.org
Gilda’s Club New York City ®
Event Proposal Form
1. Name of Proposed Event:_______________________________________________________________
Sponsor Information
2. Name of Sponsoring Individual/ Organization:___________________________________________
___________________________________________________
Address: ___________________________________________________
___________________________________________________
Organization’s Phone #:_________________________Fax #:______________________
3. Name of contact person:______________________________Email:________________________
Contact person’s phone number:__________________________________________________
Event Information
4. Date and Time/Duration:__________________________________________________________
5. Location of proposed event (include address if possible):_____________________________________
___________________________________________________________________________
6. Briefly describe the event:_________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Audience for event (include # expected to attract):_________________________________________
___________________________________________________________________________
What % or amount of that revenue will Gilda’s Club New York City receive_______________________
7. Based on the nature of the event, are any of the following required (Write yes or no for each)
Insurance:________________ Permits: ________________ Liability Releases: ________________
If yes, have you secured these documents (Attach a copy) ___________________________________
What participation or resources, if any, would you like to request from Gilda’s Club New York City
___________________________________________________________________________
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Publicity
8. How do you plan to publicize the event ______________________________________________
Proposed Budget
9. All costs to come out of proceeds or to be paid directly by event planner. Please list all costs even if you expect
them to be donated.
Location
$____________________
Food/Beverage
$____________________
Printing (tickets, posters, etc.)
$____________________
Advertising
$________________________
Prizes
$________________________
Other (please specify)
$________________________
Other
$________________________
Other
$________________________
TOTAL EXPECTED INCOME
$________________________
(-) TOTAL COSTS $________________________
(=) REVENUE TO GCNYC $________________________
Reminder: Your event attendees may be able to receive a tax deduction for their ticket purchase, but not for the entire
price of the event. They will NOT receive deductions for any goods or services that they receive, such as dinner or
entertainment. The event organizer should be able to identify the exact value of benefits attendees receive. After
deducting that amount, the rest of the amount they paid for their ticket is deductible.
Please note: Raffle ticket purchases are not tax deductible and auction prizes are tax deductible above the fair market
value of the item.
10. Additional information/comments:___________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
I have read and agree to follow the policies and procedures:
Host
_____________________________________
SIGNATURE
_____________________________________
PRINT NAME
_____________________________________
TITLE
_____________________________________
DATE
Gilda’s Club New York City
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SIGNATURE
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PRINT NAME
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TITLE
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DATE
Rev. 1/28/09
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